Overview
The position holder will be responsible to handle the daily administrative and HR duties of an organization, providing clerical support to the staff and the department to support effective and efficient operations of the organizations human resource department.
Key Responsibilities
- Coordinate the collection of required personal documents from new joiners.
- Prepare, process, and track employment contracts, letters, certificates, and related HR documentation.
- Maintain accurate and up-to-date personnel files (both physical and electronic).
- Scan and upload staff documents to the designated OneDrive personnel filing system.
- Track probation periods, contract end dates, and timely follow-up.
- Prepare contract status letters and ensure proper documentation, signature, and archiving.
- Check all new joiners submit required documentation, including educational credentials, IDs, clearances, and pension registration.
- Facilitate police and medical clearances within the probationary period.
- Provide staff data for audits and respond to internal and external data requests in a timely manner.
- Coordinate document signatories on HR documentation.
- Facilitate employee Offboarding (Clearance Management) on time.
- Update employee information on HRIS.
- Support end-to-end recruitment processes, including vacancy posting and candidate communication.
- Coordinate written assessments and interviews, including scheduling and candidate follow-ups.
- Manage assessment documentation, including coding, correction result & supporting documents.
- Follow up with hiring managers on assessment results and recruitment feedback.
- Follow-up all trackers: reference tracker, recruitment tracker & onboarding tracker.
- Facilitate preparation and sign-off of recruitment minutes and related documentation.
- Organize and maintain recruitment documentation within personnel files for new and existing employees.
- Coordinate onboarding activities, including assignment of work buddies and completion of onboarding checklists.
- Coordinate induction programs and mandatory training sessions, departmental Induction.
- Induction, mandatory & offline objective setting records in personnel files and share with the CO team & upload MS teams.
- Follow-up all job descriptions are updated, signed, and properly archived.
- Verify completion of HRIS forms by new joiners within the required timeframe.
- Check staff data, including dependent information, is complete and regularly updated.
- Provide weekly updates on staff data to the CO Operations team.
- Follow up on employee medical cases and support access to credit-based medical services.
- Follow-up compliance with clearance procedures and proper return of organizational assets (e.g., ID cards).
- Collect and verify monthly timesheets, ensuring accuracy and submission to Finance within deadlines.
- Support contract extension processes and share documents with the CO Operations team.
- Facilitate pension registration processes for employees without pension IDs.
Required Experience
- 1-2 years of general HR experience
- Sensitivity to gender and diversity issues in HR policies and practice.
- Knowledge of HR, good understating of NGO
- Awareness of Child protection issues
Qualifications
• Minimum college diploma in Personnel Management, Administration and/or other related field of study.
